AR / AP Assistant

Maxx North America Services Ltd•Edmonton, AB

1d•Onsite

About The Position

MAXX North America Services has grown to become a trusted partner in the pipeline and energy sectors. With over 100 years of collective experience across our team, we have continually expanded our capabilities to meet the evolving needs of the oil, gas, and energy sectors.

Requirements

High level accuracy in data entry
Complete understanding of how data entry affects financials
Professional phone and email etiquette
PO Approval limit for purchases=0$

Nice To Haves

Experience with Sage
Experience with Aimsio
Experience with customer invoicing portals
Experience with D-4 waivers
Experience with provincial and federal tax compliance
Experience with monthly cashflow worksheets

Responsibilities

Perform data entry of vendor invoice information with high level accuracy having complete understanding of where and how it affects the financials
Reconciling vendor statements to accounting records
Resolve vendor concerns
Code credit card transactions by working with project managers
Maintain confidentiality of financial information through tight adherence to internal controls
Answer phones / emails in a professional manner and address or escalate inquiries
Assist Corporate controller with administrative tasks
Create and Submit Sales Invoices to Customers
Review projects LEMs (Labor, Equipment, Materials) for accuracy, completeness, customer approvals before creating an invoice
Uploading LEMs in Customer Invoicing Portals, Monitor LEMS for approvals, resolving any discrepancies internally or externally
Review all customer POs prior to invoicing approved LEMS to ensure invoices are following the respective PO terms
Apply all customer payments in Sage to respective invoices, and update invoice status in Aimsio
Investigate, follow-up and resolve any payment discrepancies with the customer and take corrective actions
Review projects, LEMs (Labour, Equipment, Materials) for accuracy, completeness, has customer approvals and ensure invoice submission is accurate and in compliance with customers reporting procedures
Submission of all required documentation for submitted LEMS based on individual customer requirements
Update required customer price book forms with current LEM billings, ensuring rates are accurate, compliant, and reconciled
Submit invoices that require D-4 waivers and obtaining vendor signature and commissioner of oaths signature and stamp
Ensure invoice in SAGE and Aimsio reflect one another
Ensure proper provincial and federal tax compliance
Ensure review and approval for all expenses by project manager prior to customer submission
Apply all customer payments in Sage and update invoice status in Aimsio to Paid
Update and maintain accurate expected payments in the monthly cashflow worksheet
Follow up communication with customer for any delays in payment
Follow up on customer portals to ensure all invoices submitted are being approved in a timely manner for payment
Resolve any billing discrepancies flagged by customer
Assist in project review to ensure accurate monthly revenue
Job profitability review
Take an active role in personal and role specific development
Provide in put and feedback on personal performance assessments
Contribute to the morale and spirit of the team
Share wins and successes as a team
Promote open dialogue and team cohesiveness
Manage and distribute financial information as required and maintain records
Understand compliance issues around accounts receivable processes
Understand and follow the purchasing and expense guidelines
Additional duties as required within the Finance Department or as directed by your direct supervisor